jpak.jkr.gov.myjpak.jkr.gov.my/document/files/dokumen/gp_sa_pklg_mp/srt_arahan... · vi) track all...

Versi 2.0

0

JKR COMPUTERISED MAINTENANCE MANAGEMENT SYSTEM (CMMS) SPECIFICATIONS

Version 2.0

Urusetia Jawatankuasa Spesifikasi CMMS JKR Bahagian Perundingan Pengurusan Aset Cawangan Perancangan Aset Bersepadu, Ibu Pejabat JKR Malaysia

Versi 2.0

1

SEMAKAN

Pindaan & Pengesahan Oleh : Tarikh : Versi : Mesyuarat Jawatankuasa Teknikal Spesifikasi Sistem Pengurusan Penyenggaraan Berkomputer (CMMS) JKR Bil 1/2016

29 September 2016 1.0

TARIKH KUATKUASA SPESIFIKASI CMMS 2.0 Penggunaan/Pemakaian Spesifikasi CMMS 2.0 akan bermula pada 29 Mac 2017

ADDENDUM NO. 1 TO JKR COMPUTERISED MAINTENANCE MANAGEMENT SYSTEM (CMMS) SPECIFICATIONS

No Amendments Clause

1 Rephrase the word “SPFB” to “eSPFB”. The Contractor may use and expand existing licensed CMMS software Sistem Pengurusan Fasiliti Berpusat (SPFB eSPFB) being used in JKR that operates and maintain by Bahagian Teknologi Maklumat (BTM), JKR. (For premises that already used SPFB eSPFB in their previous FM Contract, has no option but to remain the same CMMS software)

Whole Document

2

Delete clause 5 (a) Should the Contractor would like to use CMMS software other than eSPFB, the Contractor must ensure that their alternatives proposed system is always compliance, similar or equivalent to these requirements:

(a) The system proposed should be a web based solution to cater for multi-facility and multi-operation capability with monitoring control accessibility from National, State, District and Facility level.

5 (a)

3

Add the following details to Clause 5 (c) after Clause 5 (c) (i) Helpdesk Function

ii) Work request or complaint should be able to deliver by using multiple channels including mobile application, web, email or phone call.

5 (c) (ii)

4

Delete the “Tatacara Pengurusan Aset Alih (TPA) Kerajaan 2007 and ” Asset Management Function

i) Record and manage organization’s assets, equipments or facility as per Tatacara Pengurusan Aset Alih (TPA) Kerajaan, 2007 and Tatacara Pengurusan Aset Tak Alih (TPATA), 2012 or any current instruction issued by the Government of Malaysia.

5 (f) (i)

Versi 2.0

2


5 Rephrase Clause 5 (f) (i) Asset Management Funtion

i) Asset registration and coding convention should comply to Sistem Kod Aset Tak Alih Kerajaan (Pekeliling AM Bilangan 3 Tahun 2012) and Garis Panduan Pendaftaran Aset Tak Alih (Arahan KPKR JKR Bil 24 Tahun 2012) or any current instruction issued by the Government of Malaysia.

5 (f) (i)

6

Delete “& Moveable Asset (Capital Asset & Inventory)”.

ii) Record and manage history on every assets activity for Immovable Asset (Aset Tak Alih) & Moveable Asset (Capital Asset & Inventory).

5 (f) (ii)

7

Rephrase clause 5 (n) (i) Ascertained Performance Deduction (APD) Function

i) To calculate elements of deduction and produce monthly report as specified in this contract.

5 (n) (i)

8

Rephrase clause 5 (o) (ii) Operation & Management Report Function

i) Provide Executive Dashboard. ii) Provide Strategic Management Dashboard and Operational

reports for every CMMS functions.

5 (o) (ii)

9

Delete clause 5 (o) (iv) Operation & Management Report Function

iv) Present all Non-Immovable Asset Reports including KEW.PA-1 to KEW.PA.32.

5 (o) (iv)

10

Insert additional Clause 7 CMMS software proposed must have security features and high integrity to avoid any possibility of it being manipulated by the user.

7

Versi 2.0

3


11 Rephrase clause 8 The Contractor is required to install telephone line with stable and adequate permanent internet access (i.e. Unifi) for the purpose of linking to the eSPFB/ CMMS Proposed. the system database located at the S.O.’s office’s server. The cost for providing this service shall be borne by the Contractor.

8

12

Insert additional Clause 13 Any practice that appears on this site which are not clear and have a conflict between CMMS software and Scope of The Contract, shall be brought to the S.O to be discussed and decided upon her.

13

13

Insert additional Clause 14 Shall eSPFB goes down unexpectedly the Contractor shall run the operation and maintenance activities accordingly in manual approach and urgently to acknowlegde the S.O.

14

14

Rephrase Attachment A - Matrix Roles and Responsibility for eSPFB

To ensure the Contractor and JKR’s eSPFB Provider has secured the purchase order prior to commence the eSPFB implementation and payment is made according to payment terms as per Attachment E : Progress Payment Schedule.

Attachment A – JKR (S.O) Roles

15

Rephrase Attachment C Table 1 : Appendix A – Severity Level

Attachment C

16

Insert additional Attachment E – Progress Payment Schedule For eSPFB

Attachment E

Versi 2.0

4

Computerised Maintenance Management System (CMMS)

1. The Contractor may use and expand existing licensed CMMS software Sistem Pengurusan Fasiliti Berpusat (eSPFB) being used in JKR that operates and maintain by Bahagian Teknologi Maklumat (BTM), JKR. (For premises that already used eSPFB in their previous FM Contract, has no option but to remain the same CMMS software)

2. If the Contractor decided to use eSPFB, the Contractor shall provide accumulative add on 2 Concurrent Users License throughout the respective contract period.

3. The roles and responsibility of each party involves in this contract are defined as per attachment A (Matrix Roles and Responsibility for eSPFB).

4. The S.O. may from time to time to issue further written instruction to comply an accommodate processes; application system; requirement and coding standard as per current instruction issued by the Government of Malaysia. The Contractor shall forthwith comply will all instructions issued to him by the S.O.

5. Should the Contractor would like to use CMMS software other than eSPFB, the Contractor must ensure that their alternatives proposed system is always compliance, similar or equivalent to these requirements:

(a) The system proposed shall provide audit trail capability for tracking of operational & maintenance activities.

(b) Helpdesk Function

i) Online submission of Work Request with auto number generation and status update.


iii) Track request and record requester, problem description, and on which equipment and location.

iv) Raise work order from the request.

v) View request status and /or work order status.

vi) Allow attachments on work request.

vii) All request to capture requestor’s name, Identity Card No, State, District, Agency and facility.

viii) Work Request to include escalation flagging through email.

(c) Work Order Function

i) Able to view and manage all maintenance works and activities.

ii) Provide accurate basis for work order costing, analysis, action taken and management of respective facility activities.

iii) Audit trail of all activity (material, employee, location, cost, user profile, spares & consumables).

iv) Allows prioritizing and categorizing of work order.

v) Capture failure code and prevention taken.

Versi 2.0

5

vi) Allows assignment of work order.

vii) Email alerts capability to inform status of work to requestor if required.

viii) Allow attachment of external document.

ix) Able to print Work Order with attachment.

(d) Preventive Maintenance Function

i) Able to develop and generate schedule works or planned maintenance (work based & scheduling activities) and to be performed on an elapsed time interval.

ii) Accommodate schedule works based on Time or Actual Completion.

iii) To be able to schedule works based different scheduling frequencies.

iv) Able to create a group of schedule work either by location or asset.

v) Able to upload external documents.

vi) Allow attachment of external document.

vii) Able to print with attachment.

(e) Asset Management Function

i) Asset registration and coding convention should comply to Sistem Kod Aset Tak Alih Kerajaan (Pekeliling Am Bilangan 3 tahun 2012) and Garis Panduan Pendaftaran Aset Tak Alih (Arahan KPKR JKR Bil 24 Tahun 2012) or any current instruction issued by the Government of Malaysia.

ii) Record and manage history on every assets activity.

iii) New Asset Requisition Template and quick asset search.

iv) Capture all assets received and received verification.

v) Track movement of Immovable & Movable Asset.

vi) Track all asset warranty and contract.

vii) Track purchase information and depreciation

viii) Create and track relationship for Immovable Asset.

ix) Display work order history for each Asset.

x) Track bill of material for each Immovable Asset for critical spares management.

xi) View hierarchy by Immovable Asset tree.

xii) Able to upload external documents.

xiii) Allow attachment of external document.

Versi 2.0

6

(f) Asset Premise & Location Function

i) Record and manage organization’s facility physical locations.

ii) Record and manage history on every location on all activities.

iii) Location coding structure is to be recorded as per Sistem Kod Aset Tak Alih Kerajaan (Pekeliling AM Bilanngan 3 tahun 2012)SKATA (pekeliling) and Garis Panduan Pendaftaran Aset Tak Alih (arahan KPKR JKR Bil 24 Tahun 2012) or any current instruction issued by the Government of Malaysia.

iv) Capture location attributes data (user department, occupant, size and assets of respective location).




(g) Material/ Spares Management Function

i) Track & manage spares or/and consumables receives, issues and returns.

ii) Track adjustment to stock counts due to expiration and obsolescence.

iii) Stock count and allotment of spare to work order.

iv) Track cost based on standard and average price.

v) Issues spares from work order function.

vi) Track reorder, min and max level for each spares.

vii) Track part balances by multiple sub stores.

viii) Track transfer of parts between sub stores.

(h) Room/ Space Reservation Function

i) Log reservation information for rooms and locations.

ii) Capture request for rooms/locations reservation – requestor, location, event description, no. of participants, facility required and person in charge.

iii) Include report and allow attachments for pictures, free text for notes and suggestions.

(i) Waste Management Function

i) Manage waste collection schedule for all designated location within a facility.

ii) Capture planned collection schedule into the system.

iii) Generate collection work order for waste collection.

iv) Display collection schedule by location for quick view and guide.

Versi 2.0

7

(j) Utility Management Function

i) Cater and record utility bills i.e. electricity and water in each facility.

ii) Enter and capture meter readings and date of readings.

iii) Capture monthly utility bills.

iv) Report utility bill trending.

(k) Post Construction Defect Management Function

i) Manage defects during the Defect Liability Period (DLP).

ii) Able to view and manage all defects works and activities.

iii) Capture remedial action, detail repair information, verification and acceptance.

iv) Able to upload external documents.

v) Allow attachment of external document.

vi) Able to print with attachment.

(l) Key Performance Indicator Function

i) To capture all parameters of KPI in Contracts and produce a Monthly Summary Report

(m) Ascertained Performance Deduction (APD) Function

i) To calculate elements of deduction and produce monthly report as specified in this contract.

(n) Operation & Management Report Function

i) Provide Executive Dashboard.

ii) Provide Strategic Management Dashboard and Operational reports for every CMMS functions

iii) Operational reports grouped by assets, locations, work orders, work request, preventive maintenance etc.

iv) Ability to export to Excel.

(o) System Administration Function

i) Allow configuration of authentication and accessibility levels of users.

ii) Assign accessibility and usage in multiple facility and multiple contractors.

iii) Able to set accessibility by users by individual function.

iv) Set up escalation rules and email designation.

Versi 2.0

8

(p) Training & Support Function

i) Provide training conducted by qualified trainer either on-site or at the provider premises.

ii) Provide minimum 1 session of training for maximum 10 pax by certified trainer with complete student handouts.

iii) Technical support on bugs fixes, patches and updates of the eSPFB through-out the Support period.

iv) Support via email, telephone and skype.

v) Support based on the contract terms or maximum 5 years whichever comes first.

vi) Support service response on a-24 hour business day

(q) Drawing Management Module Function

i) Able to index the drawing documents

ii) Allow to upload and store of drawing documents

iii) Able to retrieve and view of drawing documents.

iv) Able to record drawing history

v) Allow attachment of drawing documents format include CAD, JPEG and PDF.

(r) Cleaning Management Function

i) Able to develop and generate cleaning schedule works or planned

maintenance (work based & scheduling activities) and to be performed on

an elapsed time interval.

ii) Able to create Cleaning Inspection List include Inspection Group

iii) Accommodate cleaning schedule works based on Time or Actual

Completion.

iv) To be able to cleaning schedule works based different scheduling

frequencies.




Versi 2.0

9

6. Should the Contractor would like to use CMMS software other than eSPFB, the roles and responsibility of each party involves in this contract are defined as per attachment B (Matrix Roles and Responsibility).

7. CMMS software proposed must have security features and high integrity to avoid any possibility of it being manipulated by the user.

8. The contractor must ensure that they will always comply with Service Level Agreement (SLA) as per attachment C, ,Jadual Pematuhan Spesifikasi Teknikal as per attachment D and Schedule Payment for eSPFB as per attachment E.

9. The Contractor is required to install telephone line with stable and adequate permanent internet access (i.e. Unifi) for the purpose of linking to the eSPFB/ CMMS proposed. The cost for providing this service shall be borne by the Contractor.

10. The Contractor is responsible to ensure Service Desk personnel are well trained for efficient usage and application of eSPFB.

11. The other costs incurred to make eSPFB fully function shall be borne by the Contractor.

12. All the above hardware, software, license, data and information captured in the system shall remain the property of the government and officially hand over to the S.O. at the end of the contract to ensure continuity in the management, operation and maintenance of the assets.

13. Any practice that appears on this site are not clear and have a conflict between CMMS software and Scope of the Contract, shall be brought to the S.O. to be discussed and decided upon her.

14. Shall eSPFB goes down unexpectedly the Contractor shall run the operation and maintenance activities accordingly in manual approach and urgently to acknowlegde the S.O.

Versi 2.0

1

Attachment A

Matrix Roles and Responsibility for eSPFB The Contractor JKR (S.O.) JKR’s eSPFB Provider

Required to secure the purchase order confirmation with JKR’s eSPFB Provider.

To ensure the Contractor and JKR’s eSPFB Provider has secured the purchase order prior to commence the eSPFB implementation and payment is made according to payment terms as per Attachment E : Progress of Payment Schedule for eSPFB.

To commence works upon getting a secure purchase order and payment terms from the Contractor.

During implementation works: For New Contract • Shall receive the data

template from JKR’s eSPFB Provider.

• Shall collect and fill in the data template as required by the data template briefing.

• Shall verify and pass the completed soft copy of the data template to JKR’s eSPFB Provider within the stipulated time listed in the planned project timeline.

• Shall issue authorised letter, mentioning that support service will be provided by the eSPFB’s principal.

For Renewal Contract • Shall receive the data

template from JKR’s eSPFB Provider.

• Shall collect & update new data (if any) and fill in the data template as required by the data template briefing.

• Shall verify and pass the completed soft copy of the data template to JKR’s eSPFB Provider within the stipulated time listed in the planned project timeline.

During implementation works: For New Contract • To ensure all data collected

and submitted as per JKR’s guideline.

• To verify data submitted to JKR’s eSPFB Provider within the stipulated time listed in project timeline.

• To ensure the authorise letter regarding support service provider be submitted accordingly by the contractor.

For Renewal Contract • To ensure all new data

collected, updated and submitted as per JKR’s guideline.

• To verify all new data submitted to JKR’s eSPFB Provider within the stipulated time listed in project timeline.

During implementation works: For New Contract • Shall brief the planned

timeline to complete the project.

• Shall brief the data template to be filled by the Contractor for their respective site.

• Shall work with the Contractor to answer any query regarding the standard data template.

For Renewal Contract • Shall brief the planned

timeline to complete the project.

• Shall brief the status of current and process of collect new data and to fill in the data template to be filled by the Contractor for their respective site.

• Shall work with the Contractor to answer any query regarding the standard data template.

Versi 2.0

2

The Contractor JKR (S.O.) JKR’s eSPFB Provider During data migration works: • Shall provide a soft copy

data to JKR’s eSPFB Provider as per data template given

• To validate the converted data

During data migration works: • To ensure validated data is

as per Contract.

During data migration works: • To assist the Contractor in

identifying the required data to be migrated into eSPFB.

• Performing Quality checks on the data collected based on data template pass by the Contractor.

• Structuring, codification and porting the verified and finalized data into eSPFB.

During Operation & Maintenance Works: • To execute all planned &

unplanned work order that has been generated by the system and update the progress status into eSPFB.

During Operation & Maintenance Works: • To ensure work

order is verified and updated into eSPFB before proceed with payment.

During Operation & Maintenance Works: • To

ensure application systems to be functioning at all times.

During Training Services: • Shall make available the

necessary User Champion who is identified to attend the Training.

• To ensure the training provided will equip for them with knowledge to operate the eSPFB.

During Training Service: • Shall get involve to the

training session in order to get knowledge and understand the usage of eSPFB.

• To evaluate the Contractor on eSPFB features and functionalities as part of training exercise and assessment.

During Training Services: • Shall identify the course

contents, prepare and develop the functionality training materials

• Shall provide classroom training to the Contractor staff. The training will explain on all aspects related to how eSPFB system functions and operates

• Shall provide the Training Materials

• Shall provide the User Certificate for the valid user only.

Support Services: • To submit any problem on

the eSPFB to S.O. and JKR’s eSPFB Provider.

• To ensure JKR’s eSPFB Provider attend to the complaint/request with the approved time.

Support Services: • To submit any problem on

the eSPFB to JKR’s eSPFB Provider.

• To ensure JKR’s eSPFB Provider attend to the complaint/request with the approved time.

Support Services, shall cover the following items: a. Troubleshooting and

resolving issues logged by the Contractor.

b. The supply of updated / revised releases of Application, inclusive of patches, screens and enhancements (where applicable).

Versi 2.0

3

The Contractor JKR (S.O.) JKR’s eSPFB Provider c. Provide advisory services

and assist the Contractor regarding on any operational issue on implemented system

d. Troubleshooting and fixing issues rose against the standard and customization if applicable.

e. Data Recovery. Recovery shall ensure that there is no data loss. Data shall be recovered up to the point of failure.

During Transition Period: • To notify JKR’s eSPFB

Provider the status of contract period ended.

• To compile all data and work order management in Work Request, Work Order, Preventive Maintenance and the relevant modules are being closed and ready to handover to the new Contractor upon getting concern from S.O.

During Transition Period: • To ensure that the

Contractor to notify JKR’s eSPFB Provider the contract ended.

• To ensure the Contractor and JKR’s eSPFB Provider being compile for all transactional data and ready to handover to the new Contractor.

During Transition Period: • To take a necessary action

upon getting the notification from either the Contractor or S.O. about the contract ended.

• To ensure all relevant data of asset and transactional data such as in work request, work order and the relevant modules are being well kept and ready to handover to the new Contractor.

• To provide necessary advice and to assist the Contractor regarding on any operational issue on implemented system during transition period.

Versi 2.0

4

Attachment B

Matrix Roles and Responsibility The Contractor JKR (S.O.)

Required to secure the purchase order confirmation with CMMS Provider.

To ensure the Contractor and CMMS Provider has secured the purchase order prior to commence the CMMS implementation and payment is made according to payment terms.

During implementation works: For New Contract • Shall brief the planned timeline to complete the project. • Shall brief the data template to be filled for their

respective site. • Shall collect and fill in the data template as required by

the data template briefing. • Shall verify and pass the completed soft copy of the data

template to CMMS Provider within the stipulated time listed in the planned project timeline.

• To answerable any query regarding the standard data template.

• Shall issue authorised letter, mentioning that support service will be provided by the CMMS’s principal.

For Renewal Contract • Shall brief the planned timeline to complete the project. • Shall collect & update new data (if any) and fill in the

data template as required by the data template briefing. • Shall brief the status of current and process of collect

new data and to fill in the data template to be filled for their respective site.

• Shall verify and pass the completed soft copy of the data template to CMMS Provider within the stipulated time listed in the planned project timeline.

• To answerable any query regarding the standard data template.

During implementation works: For New Contract • To ensure all data collected and

submitted as per JKR’s guideline. • To ensure the authorise letter

regarding support service provider be submitted accordingly by the contractor.

For Renewal Contract • To ensure all new data collected,

updated and submitted as per JKR’s guideline.

• To verify all new data submitted to CMMS Provider within the stipulated time listed in project timeline.

During data migration works: • Shall provide a soft copy data to CMMS Provider as per

data template given • Performing Quality checks on the data collected based

on data template. • To validate the converted data

During data migration works: • To ensure validated data is as

per Contract.

During Operation & Maintenance Works: • To execute all planned & unplanned work order that has

been generated by the system and update the progress status into CMMS.

During Operation & Maintenance Works: • To ensure work

order is verified and updated into CMMS before proceed with

Versi 2.0

5

The Contractor JKR (S.O.) • To ensure application systems to be functioning at all

times.

payment.

During Training Services: • Shall make available the necessary User Champion who

is identified to attend the Training. • Shall identify the course contents, prepare and develop

the functionality training materials including classroom training.

• To ensure the training provided will equip for them with knowledge to operate the CMMS.

• Shall provide the User Certificate for the valid user only.

During Training Service: • Shall get involve to the training

session in order to get knowledge and understand the usage of CMMS.

• To evaluate the Contractor on CMMS features and functionalities as part of training exercise and assessment.

Support Services: The Contractor shall cover the following items: a. To ensure CMMS Provider attends to the

complaint/request with the approved time. b. Troubleshooting and resolving issues logged. c. The supply of updated / revised releases of Application,

inclusive of patches, screens and enhancements (where applicable)

d. Provide advisory services and assist the Contractor regarding on any operational issue on implemented system

e. Troubleshooting and fixing issues rose against the standard and customization if applicable.

f. Data Recovery. Recovery shall ensure that there is no data loss. Data shall be recovered up to the point of failure

Support Services: • To submit any problem on the

CMMS to the Contractor. • To ensure CMMS Provider

attends to the complaint/request with the approved time.

During Transition Period: • To notify JKR’s CMMS Provider the status of contract

period ended. • To compile all data and work order management in

Work Request, Work Order, Preventive Maintenance and the relevant modules are being closed and ready to handover to the new Contractor upon getting concern from S.O.

• To ensure all relevant data of asset and transactional data such as in work request, work order and the relevant modules are being well kept and ready to handover to the new Contractor.

• To provide necessary advice and to assist the Contractor regarding on any operational issue on implemented system during transition period.

During Transition Period: • To ensure the Contractor and

CMMS Provider being compile for all transactional data and ready to handover to the new Contractor.

Versi 2.0

1

Attachment C

SERVICE LEVEL AGREEMENT (SLA) 1.0 SCOPE OF SUPPORT SERVICES

The Contractor shall provide support services to ensure proper, efficient and uninterruptible usage of Application and its Database. The Contractor shall provide of support upon commissioning, as part of its standard package throughout the contract period.

1.1 The Contractor shall provide support services on the Application during the Prime Support Period and Off Prime Support Period as defined below.

a) Prime Support Period

The Prime Support period during office hours is between 7.00 a.m. to 6.30 p.m. excluding any public holiday. Two (2) main support channels during this period include:

i. Telephone calls ii. Email

b) Off Prime Support Period

For the Off Prime Support period i.e. from 6.30pm to 7.00 am including weekends and Public holidays, the following support channels are being made available during this period:

i. Standby Telephone lines ii. Email

1.2 Problem Reporting and Tracking a) Reporting of failures or errors on the application or database shall be made through the

channels defined in section 1.1 above. b) Call Back Response (CBR) time is within 1 hour after the call is logged/incident reported c) S.O. and the Contractor will determine jointly the severity level of the reported incident d) Restoration time is as per the SLA defined in Table 1 e) The Contractor will monitor and report on the progress of the problem/incident restoration.

For severity Class A and B-Critical/Urgent incidents, S.O. will be advised at least every other hour as to the status of efforts to resolve the problem/incident. Upon resolution of the problem/incident, the Contractor will seek confirmation from the S.O. personnel before closing the case.

1.3 Problem Escalation Procedure

All problems shall be logged via the internal request system collated from the First Line Support Channels and shall be assigned to respective support assistance depending on the severity level of the problem.

1.4 Service Levels and Penalty

SLA shall adhere to the service level defined in Table 1 – Severity Level.

Versi 2.0

2

1.5 Remedial Maintenance a) The Contractor shall provide remedial maintenance at any time to rectify a breakdown or

malfunction of the Application as per the service level defined in Table 1– Severity Level. b) The Contractor shall keep the Client informed of the progress in resolving the problem as per

the escalation process described.

1.6 Scope of Maintenance

The services shall cover the following items:

a) Troubleshooting and resolving issues logged by the Client b) The supply of updated/revised releases of Application, inclusive of patches, screens and

enhancements (where applicable) c) Technical advice to improve the efficiency and effectiveness of the Application d) Provide advisory services and assist Client regarding on any operational issue on

implemented system e) Troubleshooting and fixing issues rose against the standard and customization if applicable. f) Database back up and compressed exercise.

Versi 2.0

3

Table 1 : Severity Level

SEVERITY CODE DEFINITION RESPONSE TIME

RESTORATION TIME

(including Response

Time)

Class A - CRITICAL

A Total Business Operations Disruption

Severity Class A is defined as complete application system failure where customer experiencing total loss of connection to the main application. (excluding physical ICT infrastructure)

2 hours on site

Same calendar

day

Class B – URGENT

B Partial Business

Operations Disruption

Severity Class B is defined as a less severe problem whereby connection to the application system can be established. However, operation is highly interrupted by intermittence connection and serious degradation of operational quality. (excluding physical ICT infrastructure)

2 hours on site

Within 24 hours

Class C - MINOR

C No critical impact to Business

Operations, workaround

available

Severity Class C is defined as problem that is not severe or minor lag in application system connection. This will include insignificant minor interruption to the problem which will not have impact on the major operations or the problem is localized on certain group of users with workaround available. (excluding physical ICT infrastructure)

2 hours on site

Next business calendar

day

Versi 2.0

1

Attachment D

TECHNICAL SPECIFICATIONS COMPLIANCE SCHEDULE Instructions: Please indicate “Yes “or " No" in the area of compliances in respect of the supply deals . Kindly please state also if the supplier has other specifications that similar or better than the minimum specifications given.

No. Item Details Compliance Yes/No

Other Specifications (please state)

1 Programming Open Source- PHP

2 Database MySQL Version 5.0 and above

3. Internet Service Provider (ISP)

Internet Information Service (IIS) atau Apache

4. Support Browser Recommended: Internet Explorer, Google Chrome, Mozilla Firefox

Versi 2.0

2



1. Helpdesk Function

i) Online submission of Work Request with auto number generation and status update.


iii) Track request and record requester, problem description, and on which equipment and location

iv) Raise work order from the requester

v) View requester status and / or work order status

vi) Allow attachments on work request.

vii) All request to capture requestor’s name, Identity Card No, State, District, Agency and facility.

viii) Work Request to include escalation flagging through email.

2. Work Order Function

i) Able to view and manage all maintenance works and activities.

ii) Provide accurate basis for work order costing, analysis, action taken and management of respective facility activities.

iii) Audit trail of all activity (material, employee, location, cost, user profile, spares & consumables)

iv) Allows prioritizing and categorizing of work order.

v) Capture Non Compliance code and Comply prevention taken.

Versi 2.0

3



vi) Allows assignment of work order.

vii) Email alerts capability to inform status of work to requestor if required.

viii) Allow attachment of external document.

ix) Able to print Work Order with attachment.

3. Preventive Maintenance Function

i) Able to develop and generate schedule works or planned maintenance (work based & scheduling activities) and to be performed on an elapsed time interval.

ii) Accommodate schedule works based on Time or Actual Completion.

iii) To be able to schedule works based different scheduling frequencies.

iv) Able to create a group of schedule work either by location or asset.




Versi 2.0

4



4.

Asset Management Function

i) Asset registration and coding convention should comply to Sistem Kod Aset Tak Alih Kerajaan (Pekeliling AM Bilanngan 3 tahun 2012) and Garis Panduan Pendaftaran Aset Tak Alih (arahan KPKR JKR Bil 24 Tahun 2012) or any current instruction issued by the Government of Malaysia.

ii) Record and manage history on every assets activity

iii) New Asset Requisition Template and quick asset search.

iv) Capture all assets received and received verification.

v) Track movement of Immovable & Movable Asset.

vi) Track all asset warranty and contract.

vii) Track purchase information and depreciation

viii) Create and track relationship for Immovable Asset.

ix) Display work order history for each Asset.

x) Track bill of material for each Immovable Asset for critical spares management.

xi) View hierarchy by Immovable Asset tree.

xii) Able to upload external documents.

xiii) Allow attachment of external document.

Versi 2.0

5



5. Asset Premise & Location Function

i) Record and manage organization’s facility physical locations

ii) Record and manage history on every location on all activities.

iii) Location coding structure is to be recorded as per Sistem Kod Aset Tak Alih Kerajaan (Pekeliling AM Bilanngan 3 tahun 2012)SKATA (pekeliling) and Garis Panduan Pendaftaran Aset Tak Alih (arahan KPKR JKR Bil 24 Tahun 2012) or any current instruction issued by th Government of Malaysia.

iv) Capture location attributes data (user department, occupant, size and assets of respective location)




6. Material/ Spares Management Function

i) Track & manage spares or/and consumables receives, issues and returns.

ii) Track adjustment to stock counts due to expiration and obsolescence.

iii) Stock count and allotment of spare to work order.

iv) Track cost based on standard and average price.

v) Issues spares from work order function.

vi) Track reorder, min and max level for each spares.

vii) Track part balances by multiple sub stores.

Versi 2.0

6



viii) Track transfer of parts between sub stores.

7. Room/ Space Reservation Function

i) Log reservation information for rooms and locations.

ii) Capture request for rooms/locations reservation – requestor, location, and event description, no. of participants, facility required and person in charge.

iii) Include report and allow attachments for pictures, free text for notes and suggestions.

8. Waste Management Function

i) Manage waste collection schedule for all designated location within a facility.

ii) Capture planned collection schedule into the system.

iii) Generate collection work order for waste collection.

iv) Display collection schedule by location for quick view and guide.

9. Utility Management Function

i) Cater and record utility bills i.e. electricity and water in each facility.

ii) Enter and capture meter readings and date of readings.

iii) Capture monthly utility bills.

iv) Report utility bill trending.

10. Post Construction Defect Management Function

i) Manage defects during the Defect Liability Period (DLP).

ii) Able to view and manage all defects works and activities.

iii) Capture remedial action, detail repair information, verification

Versi 2.0

7



and acceptance.

iv) Able to upload external documents.

v) Allow attachment of external document.

vi) Able to print with attachment.

11. Key Performance Indicator (KPI) Function

i) To capture all parameters of KPI in FM Contracts and produce a Monthly Summary Report

12.

Ascertained Performance Deduction (APD) Function

i) To calculate and produce monthly report on deduction computation based on elements of deduction specified in this contract

13. Operation & Management Report Function

i) Provide Executive Dashboard.

ii) Provide Strategic Management Dashboard and Operational reports for every CMMS functions.

iii) Operational reports grouped by assets, locations, work orders, work request, preventive maintenance etc.

iv) Ability to export to Excel

14. System Administration Function

i) Allow configuration of authentication and accessibility levels of users.

ii) Assign accessibility and usage in multiple facility and multiple contractors.

Versi 2.0

8



iii) Able to set accessibility by users by individual function.

iv) Set up escalation rules and email designation.

15. Drawing Management Module Function

i) Able to index the drawing documents.

ii) Allow to upload and store of drawing documents

iii) Able to retrieve and view of drawing documents

iv) Able to record drawing history

v) Allow attachment of drawing documents format include CAD, JPEG and PDF.

16. Cleaning Function

i) Able to develop and generate cleaning schedule works or planned maintenance (work based & scheduling activities) and to be performed on an elapsed time interval.

ii) Able to create Cleaning Inspection List include Inspection Group

iii) Accommodate cleaning schedule works based on Time or Actual Completion.

iv) To be able to cleaning schedule works based different scheduling frequencies.




Versi 2.0

1

Attachment E

PROGRESS OF PAYMENT SCHEDULE FOR eSPFB

For New Site

Bil. Activities % Payment Delivery Evidence

1 Software Package To configure eSPFB JKR software c/w 2 user licenses to fulfil the requirement of this contract.

20 Site Configuration Acknowledgement

by BPPA, CPAB

2

Data Collection To conduct site survey, requirement study, site data collection/ verification & compilation of data as per Government's Asset Registration Template.

20 Asset Registration Templates Verified

by the S.O.

3 Implementation Services (Site survey, requirement study, compilation of data collection, data porting, installation & commissioning)

20

Letter of Commissioning From eSPFB JKR

Provider

4

Training Services To conduct end-user and system administration training to ensure the CMMS software will be running accordingly to fulfil the requirement of this contract.

15

3 Certificates From eSPFB JKR Provider

As Per Below: i) List of Attendence ii) 2 User licences iii) Support Service

5

Support Service by Year(s) To provide helpdesk via email, phone, etc, technical support including attending meeting (if required), software updates and patches throughout the contract.

25

Support Service Trail (Report)

- Monthly/Yearly Service Report

Versi 2.0

2

For Renewal Site

Bil. Activities % payment Delivery Evidence

1

Data Collection To conduct site survey, requirement study, site data collection/ verification & compilation of data as per Government's Asset Registration Template.

30 Asset Registration Templates Verified

by the S.O.

2 Implementation Services (Site survey, requirement study, compilation of data collection, data porting, installation & commissioning)

30 Letter of

Commissioning From eSPFB JKR Provider

3

Training Services To conduct end-user and system administration training to ensure the CMMS software will be running accordingly to fulfil the requirement of this contract.

15

3 Certificates From eSPFB JKR Provider

As Per Below: i) List of Attendence ii) 2 User licences iii) Support Service

4

Support Service by Year(s) To provide helpdesk via email, phone, etc, technical support including attending meeting (if required), software updates and patches throughout the contract.

25

Support Service Trail (Report)

- Monthly/Yearly Service Report

Versi 2.0

1

Urusetia

Jawatankuasa Spesifikasi CMMS JKR Bahagian Perundingan Pengurusan Aset

Cawangan Perancangan Aset Bersepadu, Ibu Pejabat JKR Malaysia

Tel : 03 2610 7562

Emel : [email protected]

jpak.jkr.gov.myjpak.jkr.gov.my/document/files/dokumen/gp_sa_pklg_mp/srt_arahan... · vi) track all...

Documents